| Printing Purchase Orders: More Options |
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More Printing Options are accessed from the Print Purchase Order Dialog Box reached by selecting FILE and PRINT PURCHASE ORDER from the Menu Bar. Then click on the "More Options" button:
After clicking on the "More Options" button, the following dialog box appears:
The following provide more details on each option:
For data entry, AnyPO uses a two-digit year format, i.e. 04/05/15. This helps speed up data entry and saves space on screen display. However, you may wish to use a four digit year format (i.e. 04/05/2015) on the printed purchase orders that you send to your vendors. To use a four-digit format, place a checkmark in the box. To use a two-digit format, leave the box unchecked.
There may be situations where you do not want the word "Purchase Order" to appear on top of the page. For example, you may wish to use "Quotation" in the place of "Purchase Order" to provide a quote to a customer. To make the change, check the box and type-in the substituted word (or words). Note: you'll need to remove the checkmark when you want to return to the normal situation where "Purchase Order" appears on the top.
If desired you can change the word "Tax" on printed purchase orders. For example, you may wish to use the words "Federal Excise Tax (FET)" or "Provincial Sales Tax (PST)" or "Value Added Tax (VAT)" or other more specific terminology to better define the type of tax. To make the change, check the box and type-in the substituted word (or words). Note: you'll need to remove the checkmark if you want to return to the default situation where "Tax" appears on the purchase order.
This feature is used primarily by businesses that utilized drop shipments. A drop shipment is when you place an order with a vendor and the vendor ships the goods directly to a customer. If the vendor is sending the goods directly to the customer, you may wish to provide the vendor with a packing slip to enclose with the order. Or you may wish to provide the customer with the packing slip. You are not, however, limited to the title "Packing Slip." Rather, you may wish to use the title "Order Acknowledgment" which indicates to the customer that you have received and processed their order. To make the change, check the box and type-in the substituted word (or words). Note: you'll need to remove the checkmark when you want to return to the normal situation where "Packing Slip" appears on the top. More information: Drop Shipments
Some Canadian provinces and other countries require two taxes to be added to PO's. This allows you to change the second of the two tax names. For more information on setting up two-tax system (or other multiple tax systems), see Tax Set-up
In it's default mode, AnyPO prints an address at the bottom of the printed purchase order. Most businesses use the address at the bottom of the printed PO for mailing purposes. It's just a matter of folding the PO and slipping it into a business envelope with a window. The customer's address appears in the window and it's ready to be mailed (as shown below):
However, instead of using the type of envelope illustrated above, some businesses use double windowed envelopes (sometimes referred to as "statement envelopes"). Such envelopes have two clear windows: one for the vendor and one for your return address. By selecting this option, AnyPO will format the addresses at the bottom of the PO so they line up with the windows of a standard double window envelope, as shown below:
(If you do not have standard envelopes, it is possible to adjust the position of the two addresses, see "Vendor Address Adjustment," near the bottom of this page.) NOTE: To use this option, you must remove the checkmark from "Suppress printing of vendor address when on its own page" found on the main Print PO Dialog Box. If you have a list of items which perfectly fills out one page of the printed PO, there won't be enough room to include your return address and the customer's address at the bottom. However, when the suppression feature is turned off, a separate sheet of paper will be printed with the addresses. That's all that will be printed on the sheet of paper, but you'll have enough to send the PO in a double-windowed envelope. If you don't remove the checkmark, the second page with the addresses won't be printed.
Normally, AnyPO includes the Vendor Number on the right side of the printed page, just below the address block. If you don't need the Vendor Number to show on printed PO's, you can remove it by placing a checkmark here.
Place a checkmark here if you do not wish to have the Job or Account code appear on Originals. It will appear only on Copies. When AnyPO prints a Purchase Order, you can indicate whether they are "Originals" or "Copies," and you an indicate how many of each you want printed. You might use this option if you do not want the vendor to see the Job/Account Code. The "Original" printed purchase order, the one that is sent to the Vendor, will not include the code. However, "Copies" of the printed order which are used internally by your company will include the code.
This formats the postcode according to United Kingdom postal standards. As long as the name of a country is not found in the address, it positions the postcode at the end of the address on its own line. If you include a country, the postcode is positioned after the city.
If you send PO's to international locations, you may run into problems with different date formats. The US format is MM DD YY, but much of the world is DD MM YY. To help prevent confusion, you can format dates on the printed PO in a text format. If you place a checkmark here, dates will appear like DD MMM YYYY. Here's an example: 25 DEC 2015. If you place a checkmark here AND a checkmark in "Use this format MMM DD, YYYY," the dates on the printed PO will appear in a more traditional American format: DEC 25, 2015.
In some business situations, purchase orders may require the signed approval by a manager. If you place a checkmark here, an "approval" signature line will appear on the printed PO. By default the signature line will be proceeded by "NOT VALID UNLESS SIGNED: _______________" However, you can control the exact wording of the phrase proceeding the signature line by making the desired alterations.
If you don't use Job Numbers, you can use this field for other purposes. For example, you might use it for account codes, or you might use it to indicate a department in your company, or you might use it to group your purchase orders into different categories. This allows you to change the JOB # label on the printed purchase order. You have 5 letters of space to work with. Note that this is one of two places where you can change the name of the JOB field. You can also change it in Basic Program Set-up. In addition to this field, there are several other fields that can be changed and which appear on the printed PO. All of these can be changed here: Basic Program Set-up--User Defined Fields
This allows you to substitute the label "IncoTerms" instead of FOB. Many businesses which ship internationally use IncoTerms instead of FOB terminology. But you are not limited to using this field for shipping related purposes. You can change its use to your liking. Note that this is one of two places where you can change the name of this field. You can also change it in Basic Program Set-up. In addition to this field, there are several other fields that can be changed and which appear on the printed PO. All of these can be changed here: Basic Program Set-up--User Defined Fields
When checked, the PO Number is bolded as shown below:
If you send your PO's by fax, it may be helpful for the vendor's fax number to appear on the printed PO. If you place a checkmark here, the fax number will appear on the bottom, right of the PO, shown below:
You can use any PDF printing software with AnyPO. It's just a matter of installing the software and then selecting the PDF printer driver when you print the purchase order. When you do this, the PDF software sends the purchase order to a PDF viewer (which is usually the free Adobe Acrobat program.). But you can greatly speed up this process by utilizing this feature which integrates PDF printing into the AnyPO program. To take advantage of the integrated PDF features, you'll need to download a copy of PDF995. PDF995 is a free software program. The reason that we have selected PDF995 is because of its ability to respond to commands from other software. In AnyPO, it can be triggered without changing your default printer, and it will open a display window without asking for a filename. There are other advantages as well. If you're interested, you can download a copy from the following website: www.pdf995.com. One advantage of PDF995 is that it can be used to preview purchase orders before they are printed. Previewing purchase orders by the use of a PDF viewer is far more versatile than any previewer built into software. You have all sorts of ways of enlarging and reducing the size of the purchase order. Moreover, you can save it and email it to customers, and, of course, you can print it. As we mentioned PDF995 is a free software program. It does, however, display a sponsor page before opening the viewer. We want to emphasize that PDF995 is NOT adware. The sponsor page is a way for the developers of PDF995 to promote their company. Since it's free, it's quite understandable that they would want to derive some benefit from the software's use. However, you can turn off the sponsor page by registering the program. That's another reason why we settled upon PDF995 for AnyPO. The cost to register is only $9.95. It's not necessary to register the software if you don't want to, but as the price of software goes, the cost is negligible. In addition to removing the sponsor page, it makes you eligible to receive support.
The way that AnyPO is controls PDF995 is through its initialization file, the so-call INI file. Thus, AnyPO needs to know where it is located. In almost all cases it will be found at C:\Program Files\PDF995\Res\PDF995.ini. Usually, there is no need to change anything, just accept AnyPO's default. But if you installed PDF995 to a different directory, you'll need to point AnyPO to its location. PDF995 always installs the INI file it to the PDF995\Res\ directory. Use the browse button to locate it, and paste the file location in the space provided.
This is the amount of time AnyPO waits for PDF995 to process the information flowing to it from AnyPO. The time delay is particularly important for multi-page purchase orders. PDF995 needs to have enough time to process one page before it merges it with the next page. If you find that PDF995 is skipping pages or it's not displaying correctly, try increasing the delay. The default is a delay of .5 second, but you can increase it several tenths until it performs in the proper manner. Note: the first time you activate PDF995, the PDF viewer (Acrobat) may need extra time to be loaded in memory. This extra delay can throw off the timing between AnyPO, PDF 995 and Acrobat. You may find that an older purchase order appears in the viewer. Just close the purchase order without closing Acrobat. Then press the "Preview/PDF File Print" button again. If the correct purchase order appears, no adjustment of the time interval is needed. But, if on the second or third attempts, you still don't get the correct purchase order to appear, increase the time delay interval.
This allows you to include a line of information just below the horizontal line near the bottom of the purchase order. The information is centered and uses an attractive arial font face. You might include such information as the following: "For more information, please contact Richard at 208.345.6877." OR "Clear Water Press: Publishers of Fine Business and Accounting Books." To activate this feature, be sure to place a checkmark here as well as typing in the text you want to appear.
This allows you to include a second line of information positioned just below the line (described immediately above). Some examples are found above. This line can be a separate piece of information or it can be a continuation of the first line. To activate this feature, be sure to place a checkmark here as well as indicate the text you want to appear.
If you select this option, AnyPO will print "Bill-to: " before your company name at the top of the purchase order.
When this option is selected, the initials of those individuals who have approved the PO (using the electronic approval system) will appear on the very bottom, right of the printed purchase order.
You can set your own default values for the number of "Originals" and "Copies." The numbers you place here will appear each time you activate the Print Dialog Box by selecting FILE and PRINT PURCHASE ORDER.
When you click this button, a dialog box will open which will allow you to adjust the placement of the vendor's address so that it lines up properly in an envelope with a window. It will also adjust the placement of the return address if you use double-windowed envelopes. You can also use it to adjust the position of User Defined Fields. For more information on this feature, see: Vendor Address & Field Adjustments
This button opens a dialog box which allows you to translate the PO into another language. In addition to language translation, you can also this feature to change the wording of labels on the PO. For example, let's say you wish to change "Ordered By" to "Requested By." This feature allows you to do that. You can set up any number of different languages, and then select which language to apply to current PO. For more information on this feature, see: Language Translation |
